Invitation to Bid: 26-24014 Salem Ridge Culvert Repair Addendum 3

Town of Holly Springs, North Carolina
INVITATION TO BID
ITB 26-24014 Salem Ridge Culvert Repair
Issue Date: June 15, 2026
Due Date: July 27, 2026, at 2:00 PM
______________________________________________________________________________________________
1. GENERAL INFORMATION
1.1. Purpose
The Town of Holly Springs is seeking proposals from qualified and licensed contractors for installing Spray
Applied Mortar Lining (SAML) to the Salem Ridge Culvert in Holly Springs, Town project No. 24-014. The work
associated with this contract is anticipated to begin in August 2026, upon the Contractor's receipt of the Notice
to Proceed. Qualified bidders are invited to submit bids for the project, in accordance with this solicitation, by
July 27, 2026, at 2:00 PM.
1.2. Background
A periodic inspection of the three 72" corrugated metal pipes (CMP) located on Salem Ridge Drive identified
issues with the invert of the culverts. Evaluation of repair or replacement was conducted to determine best
methods. SAML was selected as the method to repair the existing culverts. Installation of the SAML shall be in
accordance with ASTM std. F3706-24, "Standard Practice for in Field Spray Applied Mortar Lining for Large
Diameter Stormwater and Sewer Conduits."
1.3. Minority Business Participation Goal
10% for construction projects in the amount of $300,000 or more.
2. PROCUREMENT PROCESS
2.1. Schedule
The following table shows the schedule of events for the conduct of this solicitation. Details for some of the
events are described in subsequent sections.
DATE / TIME EVENT
June 15, 2026 Issuance of ITB by the Town.
July 13, 2026, by 4:00 PM EST Deadline for respondents to submit written questions.
July 17, 2026, by 4:00 PM EST Deadline for Town's answers to question submissions.
July 27, 2026 at 2:00 PM EST Bids due from respondents.
Bid evaluation begins and award(s) and contract
On or after July 27, 2026
negotiation(s) will follow
2.2. Questions
Respondents shall submit all questions, in writing, to the contact's e-mail address listed below. When submitting
questions, please include reference to a page and section, if applicable. Question submissions are due by the date
and time listed in the "Schedule" table above. Questions submitted after the deadline do not require a response,
though the Town will make reasonable efforts to provide clarification before the bid deadline, if able.
Question Contact Information:
Darin Eyster, darin.eyster@hollyspringsnc.gov
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Email Subject: 26-24014 ITB Salem Ridge Culvert Repair_[Vendor Name]
Apart from question submissions, respondents should refrain from contacting Town staff prior to the response
deadline.
2.3. Responses to Questions & Addenda
Responses to question submissions and addenda (if applicable) will be posted on the Department of
Administration's Electronic Vendor Portal (eVP) under the referenced solicitation number/project, as well as the
Town of Holly Springs website at the following hyperlink: https://www.hollyspringsnc.gov/2456/Bids-Requests-
for-Proposals. It is suggested that you sign up for email updates at the bottom of the linked page to ensure you
receive all relevant information, as it is posted. It is the respondent's responsibility to ensure they have
received, reviewed, and understand all posted addenda. Bidders are required to certify all Addenda were
received in their bid submission.
2.4. Bid Submission & Withdrawal
Bids must be submitted via email to the contact listed below and by the date and time listed in the "Schedule"
table. Bid content and format details are specified in the subsequent section of this solicitation. All submissions
become property of the Town and are subject to public record upon receipt. MWBE/HUB certified businesses
are encouraged to submit bids.
Submission Contact Information:
Purchasing Division, purchasing@hollyspringsnc.gov
Email Subject: 26-24014 ITB Salem Ridge Culvert Repair_[Vendor Name]
Any bid submitted will be binding for ninety (90) days after the bid submission deadline. No bid may be changed
or withdrawn after the bid submission deadline. Submitted bids may be withdrawn prior to the bid submission
deadline by contacting the Submission Contact named above.
2.5. Evaluation & Selection
Bids will be evaluated by determining the lowest responsive, responsible bidder and considering:
* Ability to meet project completion deadline and capacity to provide the designated materials.
* Price and warranties for services of base bid only.
* Character, integrity, reputation, judgment, experience, and efficiency of bidder.
* Licensure and insurance requirements: all contractors must be properly licensed under the laws
governing their respective trades and be able to obtain required insurance before contract award.
* Responsiveness to bidder instructions in bid submission
2.6. Contract and Award
The contract for this project will be a single-prime construction contract and is included, for review purposes
only, as Attachment A.
Upon completion of bid evaluations, if the Town has determined a suitable offer, it will enter into contract
negotiations with the apparent low responsible, responsive bidder.
Upon successful contract negotiations, the contract will be taken to Town Council, at the next scheduled
Business Meeting, to approve contract award.
Upon contract award approval, the awarded bidder will be issued the "Notice of Award", included as Form 5.
Upon contractor's acceptance of the "Notice of Award" and compliance with requirements thereof, once the
contract is fully executed, the contractor will be issued the "Notice to Proceed", included as Form 6.
All bidders will be notified of the award decision via email, once council awards the contract.
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3. BID SUBMISSION INSTRUCTIONS
To be deemed responsive to this solicitation and to facilitate the evaluation process, the Town requires all responses
to be organized per the content and format instructions in this section. Template forms are located in Section 4 of
the solicitation. If your response cannot be completed within the framework of the provided form(s), please attach
the continuation to the respective form and label as such.
3.1. Format
Bids shall be submitted in a single, PDF file type (or equivalent).
3.2. Content
All information below is required for the bid to be deemed responsive. The bid content should be labeled and
structured as follows:
1) Cover letter
2) General Information
3) Bid Proposal
4) HUB/MWBE Forms (if applicable)
Failure to provide the information requested in accordance with this section may result in the Town, at its sole
discretion, deeming the bid as non-responsive.
3.2.1. Cover Letter
Bid submissions must include a letter of transmittal attesting to its accuracy and signed by an individual
authorized to execute binding legal documents for the business. The cover letter shall provide the legal name,
address, and telephone number of the business along with the designated contact's name, title, email address,
and telephone number.
3.2.2. General Information
Submit the following information with bid:
1) Acknowledge receipt of all posted addenda; signature of authorized individual required
2) Communicate understanding of the scope and describe your approach to performing the requested
services and bid information.
3) Include project milestones/Gantt chart for completion of work.
4) Identify subcontractors, if applicable. Note: Bidders must identify subcontractors in bid and may not
substitute or add subcontractors in future unless good cause is provided to and approved by the Town.
MWBE/HUB certified subcontractor contracts are encouraged.
5) Experience and References: Provide details for three (3) projects of similar scope and size completed
within the last 3 years. Include the following reference contact information: company's name and
contact's name, title, telephone and email address.
3.2.3. Bid Proposal - FORM 1
Located in Section 4. Complete per form instructions and submit with bid.
3.2.4. Historically Underutilized/Minority Business Participation (HUB/MWBE) Forms
Located in Section 4. Required for Bids over $300,000. Submit the following applicable forms with the bid.
FORM 2-Intent to perform the Contract with own workforce Affidavit
-OR-
FORM 3-Good Faith Efforts Affidavit and FORM 4-Identification of Minority Business Participation
4. FORMS
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FORM 1 - submit with bid
BID PROPOSAL
Base Bid: The bidder, having carefully examined all requirements of the project, hereby agrees to furnish all material,
labor, equipment, and services necessary to complete the construction of the project for the stipulated sum(s) provided
below. Sales tax may be included but must be listed separately-all sums will be assumed not to include sales tax unless
provided appropriately.
COMPANY NAME: ___________________________________________________________
NORTH CAROLINA LICENSE NUMBER: ____________________________
Base Bid
Item Estimated Unit Extended
Description Unit
No. Quantity Price Price
1 72" Spray Applied Mortar Lining, 1.5" Thick LF 282
2 Temporary Traffic Control LS 1
3 Injection Grouting GAL 395
4 Invert Mortar Repair CY 10
5 Incidental Grading LS 1
6 Storm Sewer Cleaning LS 1
7 Mobilization LS 1
Total of all extended prices for Estimated Quantities of Work $
Base Bid: $___________________
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FORM 2 - Submit with bid if over $300,000 and the below applies. If below does not apply, submit forms 3 and 4.
Intent to Perform Contract with Own Workforce
County of ___________________________________
Affidavit of _____________________________________________________
(Name of Bidder)
I hereby certify that it is our intent to perform 100% of the work required for the following contract:
_________________________________________________________________________
(Name of Project)
In making this certification, the Bidder states that the Bidder does not customarily subcontract elements of this
project type and normally performs, has the capability to perform, and will perform all elements of the work on
this project with his/her own current work forces; and
The Bidder agrees to provide any additional information or documentation requested by the owner in support
of the above statement.
The undersigned hereby certifies that he or she has read this certification and is authorized to bind the Bidder
to the commitments contained herein.
Date: _________________ Name of Authorized Officer: ____________________________________
Signature: ___________________________________________________
Title: _______________________________________________________
Seal State of _____________________, County of ________________________
Subscribed and sworn to before me this _________day of ________20____
Notary Public __________________________________________________
My commission expires __________________________________________
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FORM 3 - Page 1/2. Submit with bid if over $300,000. Do not submit if submitting Form 2.
Good Faith Efforts
County of ___________________________________
Affidavit of _____________________________________________________
(Name of Bidder)
I have made a good faith effort to comply under the following areas checked:
A minimum of 50 points is required to have achieved a "good faith effort."
(Y/N)
_____ (1) Contacting minority businesses that reasonably could have been expected to submit a quote and
that were known to the contractor or available on State or local government-maintained lists at
least 10 days before the bid or proposal date and notifying them of the nature and scope of the
work to be performed. Value = 10 points
_____ (2) Making the construction plans, specifications, and requirements available for review by prospective
minority businesses or providing these documents to them at least 10 days before the bid or
proposals are due. Value = 10 points
_____ (3) Breaking down or combining elements of work into economically feasible units to facilitate minority
participation. Value = 10 points
_____ (4) Working with minority trade, community, or contractor organizations identified by the Office of
Historically Underutilized Businesses and included in the bid documents that provide assistance in
recruitment of minority businesses. Value = 10 points.
_____ (5) Attending any pre-bid meetings scheduled by the public owner. Value = 10 points.
_____ (6) Providing assistance in getting required bonding or insurance or providing alternatives to bonding
or insurance for subcontractors. Value = 20 points.
_____ (7) Negotiating in good faith with interested minority businesses and not rejecting them as unqualified
without sound reasons based on their capabilities. Any rejection of minority business based on lack
of qualification should have the reasons documented writing. Value = 15 points.
_____ (8) Providing assistance to an otherwise qualified minority business in need of equipment, loan capital,
lines of credit, or joint pay agreements to secure loans, supplies, or letters of credit, including
waiving credit that is ordinarily is required. Assisting minority businesses in obtaining the same unit
pricing with the bidder's suppliers in order to help minority businesses in establishing credit. Value
= 25 points.
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FORM 3 - Page 2/2
_____ (9) Negotiating joint venture and partnership arrangements with minority businesses in order to
increase opportunities for minority business participation on a public construction or repair project
when possible. Value = 20 points.
_____ (10) Providing quick pay agreements and policies to enable minority contractors and suppliers to meet
cash-flow demands. Value = 20 points.
In accordance with GS 143-128.2(d) the undersigned will enter into a formal agreement with the firms listed in
the Identification of Minority Business Participation form conditional upon execution of a contract with the
Town of Holly Springs. Failure to abide by this statutory provision will constitute a breach of the contract.
The undersigned hereby certifies that he or she has read the terms of the minority business commitment and
is authorized to bind the bidder to the commitment herein set forth.
Date: _________________ Name of Authorized Officer: ____________________________________
Signature: ___________________________________________________
Title: _______________________________________________________
Seal State of _____________________, County of ________________________
Subscribed and sworn to before me this _________day of ________20____
Notary Public __________________________________________________
My commission expires __________________________________________
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FORM 4 - Submit with bid if over $300,000. Do not submit if submitting Form 2. If there is no MB participation,
enter zero for total.
Identification of HUB Certified/Minority Business Participation
I, _______________________________________________________________________________________
(Name of Bidder)
do hereby certify that on this project, we will use the following minority business enterprises as
construction subcontractors, vendors, suppliers or providers of professional services. Attach additional
sheets if required.
* Minority HUB Certified
Name and Phone Number Work Description
Category (Y/N)
*Minority categories: Black/African American (B), Hispanic (H), Asian American (A), American Indian (I),
Female (F), Socially and Economically Disadvantaged (D)
The total value of minority business contracting will be ($) _______________.
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FORM 5 - For Town-use Only
NOTICE OF AWARD
CONTRACTOR/BIDDER:
ADDRESS:
PROJECT # AND TITLE:
OWNER: Town of HOLLY SPRINGS, P.O. Box 8, 128 S. Main St, Holly Springs, North Carolina 27540
You are hereby notified that the Owner has considered the Bid Proposal submitted by you for the above-described project
in response to the Invitation to Bid #26-24014 issued June 15, 2026 .
It appears that it is in the best interest of said Owner to accept your Bid Proposal in the amount of:
________________________ Dollars ($______________). You are therefore hereby notified that your Bid Proposal has
been accepted.
As a condition of Contract Award, the Bidder is required to execute and deliver the formal Contract and to furnish items
indicated below, within fifteen (15) days from the date of the delivery of this Notice to you.
Fully Completed and Executed Contract
Certificate of Insurance that meets the limitations provided in the contract and names the Town of Holly Springs
as additional insured.
Performance and Payment Bonds *not required if contract total is under $300,000*
HUB/MWBE Form 7 or Form 8 *not required if contract total is under $300,000*
Any additional documentation as requested by the Town
If you fail to execute said Contract and to furnish the indicated items within fifteen (15) days from the date of delivery of
this Notice, said Owner will be entitled to consider all your rights arising out of the Owner's acceptance of your Bid
Proposal as abandoned and to award the work covered by your Bid Proposal to another bidder, or to readvertise the work
or otherwise dispose thereof as the Owner may see fit.
Dated this ____ day of _________________, 20_____.
Town of HOLLY SPRINGS, North Carolina
By:
Title & Department:
----------------------------------------------------------------------------------------------------------------------------------------------------------------
ACCEPTANCE OF NOTICE
Receipt of the above Notice of Award is hereby acknowledged this _____ day of ____________________ 20______.
Contractor/Bidder:
Authorized Signatory & Title:
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FORM 6 - For Town-use Only
NOTICE TO PROCEED
CONTRACTOR/BIDDER:
ADDRESS:
PROJECT # AND TITLE:
OWNER: Town of HOLLY SPRINGS, P.O. Box 8, 128 S. Main St, Holly Springs, North Carolina 27540
You are hereby notified to commence Work on the referenced project on or before _____________, 20____ (the
"Commencement Date"), and are to finally and fully complete the Work within ________ CONSECUTIVE CALENDAR
DAYS of the Commencement Date.
Your Contract final completion date is therefore _________________, 20____.
The Agreement provides for assessment of liquidated damages for each consecutive calendar day after the above
established completion date that the Work remains incomplete to the standard and degree required.
Dated this ____ day of _________________ , 20____.
Town of HOLLY SPRINGS, North Carolina
By:
Title & Department:
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